Sales Quotations

A sales quotation is a formal price proposal sent to a client, detailing the products or services you are offering along with quantities, prices, and terms. Quotations allow you to negotiate with clients before committing to a binding sales order.

Creating a Quotation

To create a new sales quotation:

1. Navigate to Sales > Quotations in the sidebar.
2. Click New. This opens a new quotation page.
3. Fill in the quotation details:
   • Quotation Number — A unique identifier for this quotation (e.g., QUO-2026-0042).
   • Client — Select the client from your business partners.
   • Quotation Date — The date the quotation is prepared (defaults to today).
   • Valid Until — The date after which the offer expires (optional at creation, but required before sending).
   • Currency — The currency for all amounts on this quotation.
   • Price List — An optional price list. When set, new lines whose Unit Price is left at 0 are priced automatically from it (falling back to the product’s base price); a price you type always wins.
   • Payment Terms — The proposed payment terms (optional).
   • Notes — Any terms, conditions, or comments visible to the client.
   • Internal Notes — Notes visible only to your team.
4. Click Save. The quotation is stored in Draft status and you land on its page.

Managing Quotation Lines

Add the items you are proposing to the client:

1. Open the quotation by clicking its number in the list. The quotation’s details are on the left of the page and its Lines are beside them on the right.
2. Click Add Line for each item, then double-click a cell to edit it:
   • Product — Select a product from your catalog (optional — you can also enter custom items).
   • Description — A description of the item or service.
   • Quantity — How many units you are offering.
   • Unit — The unit of measure (e.g., piece, kg, box).
   • Unit Price — Price per unit.
   • Tax Rate — The applicable tax percentage (optional).
   • Discount — A line-level discount percentage (optional).
   • Notes — Any line-specific notes or specifications (optional).
3. The system automatically calculates line totals, tax amounts, and discount amounts based on the quantity, unit price, tax rate, and discount percentage.
4. Lines can be added, edited, or removed while the quotation is in Draft status.

Quotation Lifecycle

Quotations follow a structured lifecycle to track their progress from preparation through to conversion. Open a quotation and the road runs along the bottom of its page, beside the tabs: Draft → Sent → Accepted → Converted. The steps already passed are ticked, the one the quotation is at is filled, and the next one is a button when it is a move you make yourself — click it and confirm. Rest on a step to see when it was reached and by whom; on Draft, when the quotation was created; on Sent, while the offer is out, the date it expires. A quotation that left the road — rejected, expired, cancelled or revised — shows that status hanging off the step it left from, with the rest of the road greyed out.

Sending a Quotation

Once your quotation is ready:

1. Make sure the quotation has at least one line item and a Valid Until date — both are required before sending.
2. Click Sent, the next step on the road at the bottom of the quotation’s page, and confirm. Clicking the step you are at opens the map instead: every status a quotation can have, with an arrow for each move between them. The ones you can move to from here are clickable — click one and confirm — and a status that sets itself is marked Automatic.
3. The quotation is now locked for editing — details and lines can no longer be changed.

Note: Sending the quotation within the system marks it as sent for tracking purposes. You should also transmit the quotation to the client through your usual communication channels (email, print, etc.).

Accepting and Rejecting

When a client responds to a quotation that has been sent:

• Accept — Click Accepted, the next step on the road, to record that the client has agreed to the terms. The quotation is now ready to be converted into a sales order.
• Reject — Click the Sent step to open the map and pick Rejected if the client declines. Record any context in the quotation’s internal notes for future reference.

Expiry

Expired is an automatic status — you never set it yourself, and the map marks it Automatic. Beelocity enforces the validity date two ways: an hourly background check marks any sent quotation past its Valid Until date as Expired (so your quotations list stays truthful without anyone touching the documents), and the date is also enforced at the moment it matters — a quotation past its validity can no longer be accepted, and attempting to accept it marks it Expired immediately. Create a new quotation (or a revision) to offer updated terms.

Revising a Quotation

If a client requests changes to a quotation that has already been sent (for example, a price adjustment or different quantities):

1. Click the Sent step at the bottom of the quotation’s page to open the map, and pick Revised.
2. The system creates a new quotation in Draft status with all the details and lines copied from the original.
3. The new quotation is numbered with a revision suffix (e.g., QUO-2026-0042-R1 for the first revision, QUO-2026-0042-R2 for the second, and so on).
4. The original quotation is automatically marked as Revised and can no longer be acted upon.
5. You are taken straight to the new revision — edit it as needed, then send it to the client for review.

This approach preserves a complete history of all versions of a proposal, so you can always trace how a negotiation evolved.

Converting to a Sales Order

Once a quotation has been accepted:

1. Open More actions — the three dots at the bottom of the quotation’s page — and choose Convert to sales order.
2. The order number for the new sales order is filled in for you and can be changed. Select the warehouse from which goods will be fulfilled, then click Convert.
3. The system creates a new sales order in Draft status with all the quotation’s line items, pricing, payment terms, and notes carried over automatically.
4. The quotation is marked as Converted and becomes read-only.

Conversion is the final step in the quotation lifecycle — after conversion, the sales order takes over as the binding document. You can view the resulting order in Sales > Orders.

Cancelling a Quotation

You can cancel a quotation at any point while it is in Draft or Sent status. Cancelling withdraws the quotation and prevents any further actions on it. Use this when a proposal is no longer relevant or was created in error.

Deleting a Quotation

Quotations can only be deleted while they are in Draft status. Once a quotation has been sent or has moved to any other status, it is part of your records and cannot be deleted — use Cancel instead.

Finding a Quotation

The Sales Quotations list searches by number, and its filter button narrows it by Status, Client, Currency, a Quotation Date or Valid Until range, a Total band, or Active — offers about to lapse are Status = Sent with a Valid Until to a few days out (see Working with lists).

Viewing Quotation Details

Click View (the eye icon) on any quotation to see a comprehensive summary, including all header information, pricing totals, notes, and revision history.

Tips

• Number your quotations consistently — Use a clear numbering scheme (e.g., QUO-YYYY-NNNN) to make quotations easy to find and reference.
• Set realistic validity dates — Give clients enough time to review, but not so long that your prices or stock availability may change significantly.
• Use internal notes — Record context about the negotiation, client preferences, or special arrangements that your team should know but the client should not see.
• Review before sending — Once sent, a quotation can only be changed by creating a revision. Double-check lines, prices, and terms before clicking send.